Site Support Specialist - Alma

Pediatrics Plus•Alma, AR

3h•Onsite

About The Position

This role provides customer service, clerical, and administrative support for therapy, ABA, and preschool operations. The Site Support Specialist serves as a liaison for communication between site and central administrative teams. Key responsibilities include providing front desk coverage, greeting children and families, managing check-ins, handling phone calls, understanding internal service processes, assisting with tours, processing enrollment paperwork and payments, fulfilling medical record requests, managing mail, updating scheduling software, contacting parents about absences, managing waiting lists, making system corrections, preparing onboarding materials, creating badges, updating facility labels and schedules, ordering and stocking supplies, coordinating team member recognition, providing lunch coverage, assisting in the kitchen, planning special events, and managing Medicaid transportation documentation. The role also includes after-care supervision duties from approximately 4:00 – 5:00 pm daily, ensuring computers are active, headcounts are completed, staffing is adequate, and policies are followed.

Requirements

High School Diploma or equivalent.
Ability to communicate effectively and professionally with a wide variety of people.
Must be able to work with children birth to age 21 and families who are at risk.
Strong organizational skills with attention to detail and accuracy.
Basic computer skills which include a working knowledge of keyboarding, database, word processing, spreadsheet, and Internet software.
Ability to handle multiple tasks in a very busy environment.
Ability to read and interpret documents such as safety rules, policies, and other company documents.
Ability to author routine reports and correspondence.
Ability to speak effectively before groups of families or employees of the organization.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Reports for work dressed appropriately and complies with company policies regarding the dress code.
Ability to maintain regular and punctual attendance.
Ability to complete tasks in a timely manner.
Must possess a valid driver’s license in the state of Arkansas.

Responsibilities

Provide front desk coverage each day.
Greet children and families as they arrive and direct them to appropriate areas as needed.
Check in children, family, and visitors via software and communicate with appropriate leadership regarding parent/visitor.
Receive phone calls for therapy and preschool operations.
Answer questions/provide support as indicated or transfer call to appropriate department.
Understand internal processes required for a student and patient to receive services.
Assist with tours for families.
For preschool and therapy, provide Welcome and Enrollment Packet to family, assure payment is received per funding source, and process all items appropriately.
Process paperwork between site and central administrative team as outlined in process manuals.
Fulfill all requests for medical records.
Manage outgoing and incoming mail, scanning and distributing appropriately.
Update scheduling software throughout the day and communicate cancellations to appropriate personnel.
Contact parents/guardians regarding preschool absentees.
Manage waiting list through communication with the family.
Make needed corrections and updates in software systems.
Prepare needed materials for onboarding of newly enrolled children.
Make badges for new employees and students.
Update mailbox labels, posted classroom rosters, and classroom schedule as needed.
Order supplies for site and stocks supplies as they arrive: workrooms, offices, and janitorial.
Ensure reminders are communicated about the monthly theme for team member of the month recognition and that all corresponding tasks for Team Member of the Month and Quarter are completed.
Provide lunch coverage as needed.
Provide assistance in kitchen for plating and delivery of food daily.
Ensure all special events are planned, communicated, and implemented in a timely manner as directed by leadership.
Responsible for Medicaid transportation daily forms and the printing of new transportation logs and van reports.
Responsible for van reimbursement paperwork to assist families.
Responsible for scanning and saving all transportation documentation.
Collect, scan, and save all classroom rosters, diaper charts, and attendance sheets.
Update these items as needed.
Assist with drop-off and pick-up of students daily as needed.
Complete building set up and daily grounds inspection, including playground environment, to ensure safety and welfare of all children is maintained.
Participate in one-on-one meetings with leader.
Ensure all closing duties are complete at the end of each day.
Communicate with team members and outside providers with clarity and in a professional and timely manner.
Promote a friendly atmosphere for families, staff, and visitors.
Respond positively to feedback concerning job performance.
Ensure all after-care computers are logged in and active prior to after-care.
Ensure completion of the beginning and ending headcount in all after-care rooms.
Oversee after-care employee staffing to ensure it is adequate and meets required ratios.
Ensure all after-care staff follow all applicable policies and procedures.